Operations Administration Coordinator - Jobs in Parksville, BC

Job Description

The Operations Administration Coordinator performs specialized administrative duties with a specific focus on financial administration, IT, marketing and communications, and provides backup support for the Business Manager and the Administration Team.HOURS:30-40 hours per week, hours may temporarily increase in November/DecemberWorking 5 days per week, Monday to FridayKEY RESPONSIBILITIES:Financial AdministrationProcess ad-hoc and monthly monetary donations (including cash, cheque, debit/credit card), issue receipts, and process-related reporting and filingPrepare and submit deposit summaries, weekly Church collections and cheques, and input Church members’ contributions.Review Thrift Store sales reports and supporting documentation to identify donations requiring receipting, and scan sales documents to head office.Record, track, and reconcile incoming and outgoing gift cards.Process accounts payable invoices for approval by MU Leaders, reconcile vendor statements, submit to head office, and review/approve invoices in the accounting system.Reimburse approved petty cash purchases, count and reconcile the petty cash fund monthlyPrepare ad-hoc and monthly journal entries and submit them to head office for postingProvide payroll backup support, as requiredAssist MU Leaders with annual budget preparations and monitoring expenditures to ensure compliance, and administration relating to properties and vehiclesCreate, track, analyze, and report on financial results and thrift store salesGeneral Admin Office and Ministry Unit AdministrationSupport MU Leaders with secretarial/admin duties (e.g. scheduling, reminders, documents, meeting agendas/minutes, drafting correspondence, reports, etc.).Maintain MU contact lists, databases, and registers to ensure current and accurate informationUpdate and prepare Church Bulletins for Sunday service, including the monthly calendar of events.Check office post office box, process incoming outgoing mail, including materials of a confidential natureMaintain and order approved office supplies and other department-specific supplies for all locations.Arrange repair and maintenance of buildings and equipment for all locations.Perform general office and reception duties (e.g. greet visitors, answer and screen telephone, answer and direct inquire; organize and file documents electronically or manually, resolve routine inquiries, etc.).Oversee and maintain the Pro Bono Legal Services and I.D. Retrieval/Replacement programs.Perform other tasks as requested by MU Leaders or other team membersAdministration Team Backup and SupportProvide backup support/relief coverage for the administrative team, particularly the Business Manager, during absences, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seeking guidance from other team members, where required, to make decisions on routine and/or urgent administration matters, and/or seeking guidance from Corps Officers of issues of greater importance or complexity.Create administrative templates for all departments (e.g. client discount cards, inventories), assist with documents/reports/spreadsheet creation, etc.Assist the Human Relations Administrator and Volunteer Coordinator in the maintenance of employee records and volunteer records, as requiredDraft and type correspondence, proof typing for accuracy, sort and prioritize typing assignments within general guidelines; researches and response to difficult inquiries on behalf of the supervisorMarketing, Communications, and Public RelationsContribute to the development and implementation of a comprehensive marketing and communication strategy and accompanying materials (e.g. content for Facebook posts for various local/national campaigns, advertising, and community messages, etc.)Maintain a media library of relevant collateral; maintain an up-to-date listing of all divisional media contactsAssist in the preparation of displays, exhibits, and presentations, etc.; may manage exhibit booths, as assignedDraft and prepare presentations, brochures, flyers, advertisements, invitations, and certificates as directedInformation & Communication Technology (ICT)Support all departments with daily user technical supportSupport all departments with the use of Office 365 and cloud-based document managementInstall and configure appropriate software and functionsProvide orientation and guidance to users on how to operate new softwareSupport the maintenance of VolunteerHub, and other databasesQUALIFICATIONS AND EDUCATION REQUIREMENTS:Education/Certifications:The successful job applicant will have completed more than two (2) years of Community College, including a certificate or diploma, in a related field (e.g. business administration, management, office administration/secretarial, accounting, marketing/communications) (NOTE: An alternative level of education and experience may be acceptable.)Experience:Minimum of two years prior related experience, including administrative, senior administrative/secretarial, and general financial administration experienceExperience dealing with office systems, equipment, and toolsExperience working in a past-faced, dynamic, and at times challenging environmentSkills / Capabilities:Ability to work with and use modern technology and proficiency in all programs in Microsoft Office 365, especially Word and Excel, and understanding of various computer software and applicationsExcellent attention to detailExcellent organizational skills, including the ability to prioritize tasks and work within deadlinesExcellent written and oral communication skillsWorking knowledge of basic accounting procedures, basic payroll procedures, and familiarity with financial computer programs preferredAbility to work independently while part of a teamExcellent customer service skillsAbility to demonstrate creativity within approved guidelinesAbility and willingness to lift to 20 poundsKnowledge and experience using social media and websites would be helpful but not mandatorySuccessful candidates, prior to hiring, may be required to provide:Background check consentA clear vulnerable sector screeningCompletion of our online Armatus Abuse Training and required Health and Safety trainingThe Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.We thank all applicants, however, only those candidates to be interviewed will be contacted.Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.Quick Apply

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